Company procedures and documents in approved versions, an internal audit with a plan, and every non-conformance closed by a corrective action, so you walk into the external audit with everything ready.
Documents with one current version, staff acknowledgement, a planned internal audit, and every non-conformance closed with an action and a check. Try it free on your procedures.
16 tasks4 FAQs
What the system does
Controlled documents
Approval cycle
Periodic review
Acknowledgement of reading
Training and competence
Internal audit
Non-conformance and corrective actions
Risks and opportunities
Tasks
01How do I add a new controlled document (policy, procedure, form)?
From the sidebar, go to Quality and audit (ISO) then select Controlled documents.
Click the New document button to open the document addition window.
Enter the Document title, and specify the Type (quality manual, policy, procedure, work instruction, form, record).
Specify the Document owner, automatic code, and designated timeframe for Periodic review (e.g., 12 months).
In the Must acknowledge reading (by role) field, select the job roles required to read this procedure and electronically acknowledge it upon publication.
Click Save; the first version of the document is created in draft status.
Screen
Quality and audit (ISO) › Controlled Documents
Permission needed
Quality - Controlled documents / Add
02How is the document version lifecycle managed under segregation of duties?
In the Document versions screen, open the draft version and enter the procedure content or upload its approved file.
After drafting is complete, click the Send for review button; the document is locked from editing and changes to In review status.
An independent reviewer checks the items and clicks Review and recommend approval (the system requires that the reviewer not be the same person who prepared the document).
The quality manager opens the version and clicks the Approve button, then clicks the Publish button.
The version becomes Active, the previous version is automatically obsoleted, and a reading acknowledgment notification is sent to all concerned employees.
Screen
Quality and audit (ISO) › Document Versions
Permission needed
Quality - Controlled documents / approve
03How do employees acknowledge reading and understanding published documents?
From the sidebar, go to Reading acknowledgments.
The list of active documents and policies requiring your acknowledgment appears along with their publication date.
Open the document and read its clauses and updated work procedures.
Click the I acknowledge reading and understanding button; the system records your signature, name, IP address, and exact date and time of acknowledgment to present as proof of compliance for ISO auditors.
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Quality and audit (ISO) › Reading Acknowledgments
Permission needed
Quality - Reading acknowledgments / sign
04How do I track training records and the employee competency matrix?
From the sidebar, go to Training matrix.
The table displays the intersection of employees and departments with mandatory quality and safety courses.
Clear color-coded indicators appear:
Green: Employee completed the course and their certificate is active.
Yellow: Refresher training renewal date is approaching (within 60 days).
Red: Incomplete or expired training.
To record a completed course, go to Training records, click Record new training, and upload the certificate image.
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Quality and audit (ISO) › Training matrix
Permission needed
Quality - Training records / View
05How do I plan an internal audit program and define the team and scope?
From the sidebar, go to Internal audits.
Click the New audit button to open the audit addition window.
Enter the Audit title (such as: Q2 Internal Audit on Warehouse and Procurement Management).
Specify the Department / process under audit, the Lead auditor, and Participating auditors (auditor independence is required, ensuring no one audits their own department).
Specify the Audit date and approved Audit criteria (ISO 9001, ISO 27001).
Click Save to generate the audit plan and fetch related checklist items.
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Quality and audit (ISO) › Internal Audits
Permission needed
Quality - Internal audits / Add
06How do I complete the internal audit checklist and record findings and evidence?
From the sidebar, go to Checklists and findings (or from within the audit card).
Review the audit questions and corresponding standard clauses.
Click the Record result button in front of each clause and select:
Conforming.
Minor nonconformity.
Major nonconformity.
Opportunity for improvement.
Note the Objective evidence and observed remarks accurately, then click Save.
Screen
Quality and audit (ISO) › Checklists And Findings
Permission needed
Quality - Internal audits / conduct
07How do I open a nonconformity from audit results or complaints?
From the sidebar, go to Nonconformities.
Click the New nonconformity button to open the registration window.
Specify the Concerned department, Level (major or minor), and describe the nonconformity incident accurately with supporting evidence attached.
Specify the Owner of handling and Target closure date, then click Save.
Screen
Quality and audit (ISO) › Nonconformities (NCR)
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Quality - Nonconformities (NCR) / Add
08How do I analyze the root cause of a nonconformity?
Open the nonconformity report in the Nonconformities screen.
Navigate to the Root cause analysis section.
Click the Record root cause button; select the methodology used (such as: 5-Whys or Ishikawa Fishbone Diagram).
Enter the analysis sequence and the root cause that led to the issue to prevent recurrence in the future, then click Save (the system requires documenting the root cause before allowing any corrective action to be added).
Screen
Quality and audit (ISO) › Nonconformities (NCR)
Permission needed
Quality - Nonconformities (NCR) / Edit
09How do I register Corrective and Preventive Actions (CAPA) and assignments?
From the sidebar, go to Corrective actions (CAPA) (or from within the nonconformity card).
Click the New action button to open the action addition window.
Select the associated nonconformity.
Specify the Action type: Corrective to eliminate the cause of defect, or Preventive to prevent potential risks.
Enter the action plan details and implementation steps, and designate the Person responsible and Due date.
Click Save.
Screen
Quality and audit (ISO) › Corrective Actions (CAPA)
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Quality - Corrective actions (CAPA) / Add
10How do I verify the effectiveness of a corrective action and close the nonconformity?
After the responsible person implements the action and clicks Mark as completed.
The action moves to the Effectiveness check stage, and the effectiveness review date is scheduled (after one or three months to ensure the issue does not recur).
When the date arrives, the quality auditor inspects real-world operational records.
If the defect is confirmed resolved, click Verification: Effective and conforming; the action is closed and the nonconformity status transitions to Closed.
If defect recurrence is verified, click Not effective while recording notes to reopen the action and analyze reasons for failure.
Screen
Quality and audit (ISO) › Nonconformities (NCR)
Permission needed
Quality - Nonconformities (NCR) / close
11How do I register risks and opportunities and evaluate their severity and likelihood?
From the sidebar, go to Risks and opportunities.
Click the New risk / opportunity button to open the registration window.
Select the department or process, and write a description of the potential risk or improvement opportunity.
Set the Likelihood (1 to 5) score and the Impact / severity (1 to 5) score.
The system automatically calculates the Risk level and its position in the risk matrix (low, medium, high, critical).
Record the Treatment and response plan, person responsible, and review date, then click Save.
Screen
Quality and audit (ISO) › Risks And Opportunities
Permission needed
Quality - Risks and opportunities / Add
12How do I define quality objectives and record periodic readings?
From the sidebar, go to Quality objectives.
Click the New objective button to open the objective window; enter the objective name (e.g., reduce return rate to less than 1%), target value, unit of measurement, and measurement frequency (monthly, quarterly).
At the end of each period, go to KPI readings and click Record reading.
Enter the actual measured value for the month; the system automatically compares it against the target and displays a green or red progress indicator.
Screen
Quality and audit (ISO) › Quality Objectives
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Quality - Quality objectives / Add
13How do I record customer complaints and link them to corrective actions?
From the sidebar, go to Customer complaints.
Click the New complaint button to open the complaint window.
Enter the customer name, complaint details, affected product or service, and priority level.
Upon investigation and confirmation of a systemic defect, click the Open nonconformity button to link the complaint to the root cause analysis and corrective action workflow.
After resolving the problem and compensating the customer, click the Close complaint button and summarize the handling.
Screen
Quality and audit (ISO) › Customer Complaints
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Quality - Customer complaints / Add
14How do I document management review meetings and decisions?
From the sidebar, go to Management review.
Click the New review button to open the review window.
Specify the meeting date, chairperson, and attendees from senior management.
The system presents the mandatory standard review inputs under ISO 9001 (audit results, process performance, customer satisfaction, supplier evaluation, risk status).
In the Outputs and decisions section, enter the meeting minutes, decisions, allocated resources, and follow-up responsibilities, then click Approve minutes.
Screen
Quality and audit (ISO) › Management Review
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Quality - Management review / Add
15How do I generate the "External Auditor Pack" and quality reports in PDF?
From the sidebar, go to Reports and auditor pack.
Click the Generate auditor pack button.
The system generates an integrated, formatted file that includes: list of controlled documents and versions, internal audits schedule and findings, nonconformities and CAPA log with closure rates, and the approved management review record; ready to present to certification body auditors with a single click.
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Quality and audit (ISO) › Reports and auditor pack
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Quality - Reports and auditor pack / View
16How do I link quality procedures to ISO standard clauses?
From the sidebar, go to Standard clauses.
The standard clauses directory is displayed (such as ISO 9001 clauses: 4.1 Context, 5.1 Leadership, 6.1 Risks, 7.1 Resources, 8.1 Operations, 9.2 Audits, 10.2 Nonconformity).
When creating any document, audit, or nonconformity, you can link it to the relevant clause number to streamline indexing and inspection during external audits.
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Quality and audit (ISO) › Standard Clauses
Permission needed
Quality - Quality settings / View
Frequently asked questions
Why does the message "A user cannot review or approve a version they authored" appear?
Quality management standards (ISO) enforce principles of integrity, good governance, and segregation of duties. The system mandates that a document pass through three distinct parties: the author, an independent reviewer, and the final approver. The system technically prevents the same user from reviewing or approving work they prepared themselves.
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Quality and audit (ISO) › Document Versions
Permission needed
Quality - Controlled documents / approve
Why does the system refuse adding a corrective action before root cause analysis?
Under approved CAPA methodology, any action taken without identifying the "root cause" is merely a superficial, temporary treatment of symptoms. Therefore, the system locks the corrective action addition field until the quality officer documents the root cause analysis in the nonconformity screen first.
Screen
Quality and audit (ISO) › Nonconformities (NCR)
Permission needed
Quality - Nonconformities (NCR) / Edit
Why does the message "Cannot close internal audit with unresolved checklist items" appear?
The system requires completing the audit of all checklist questions to ensure integrity; if the lead auditor attempts to close the audit while there are still pending questions without a recorded decision (conforming, nonconforming, or not applicable), the system blocks closure until all items have been evaluated.
Screen
Quality and audit (ISO) › Internal Audits
Permission needed
Quality - Internal audits / Edit
Why does the system prevent verifying action effectiveness before the target date?
Effectiveness verification requires adequate elapsed time to observe operations and ensure non-recurrence of the defect. If a user attempts verification too early, the system prevents it with an alert message, unless an "exceptional early verification" option is enabled along with technical justification.
Screen
Quality and audit (ISO) › Corrective Actions (CAPA)